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State of Kansas Statewide Financial Management System Pre-Implementation Project Update

State of Kansas Statewide Financial Management System Pre-Implementation Project Update Agency STARS Rapport Association November 8, 2007. Overview. FMS Project Scope Agency Administrative System Review Organizational Readiness/Risk Assessment Requirements Validation.

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State of Kansas Statewide Financial Management System Pre-Implementation Project Update

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  1. State of Kansas Statewide Financial Management System Pre-Implementation Project Update Agency STARS Rapport Association November 8, 2007

  2. Overview • FMS Project Scope • Agency Administrative System Review • Organizational Readiness/Risk Assessment • Requirements Validation

  3. FMS Project Approved Scope for Implementation • General Ledger (including Grant/Project Accounting and Cost Allocation) • Accounts Payable • Procurement • Asset Management • Reporting/Data Warehouse

  4. FMS Project Planned Disposition of Existing Systems Systems in scope for replacement: • STARS • STARS Ad Hoc • Procurement Manager Plus (Central Purchasing) • Selected agency administrative systems Systems not replaced as part of implementation: • SHARP • Budget Management System (BMS) • SOKI3+ • Kansas Debt Recovery System (Setoff) • Regents Institutions systems (continue to interface) • Agency “programmatic” systems (e.g. licensing, case management, etc.)

  5. FMS Project StatusAgency Administrative System Review Purpose: • Analysis/discussions with agencies having significant internal financial management systems to determine whether existing systems will be either interfaced into FMS or replaced by FMS • Collect/validate information about existing systems • Discuss roles/responsibilities for both the project team and state agencies regarding the project and shadow system replacement • Inventory contact and organizational information to assist in design and change management effort (eventually will be done statewide) • Present the results of this analysis to the project steering committee for review/discussion • Incorporate this information in the software/services procurement so that the solutions/partners chosen are fully informed and prepared to accommodate related activities during the implementation.

  6. FMS Project StatusAgency Administrative System Review Status/Findings-to-date • Twenty-one agencies scheduled for inclusion. Twenty initial visits completed since October 2, 2007, plus seven follow-up meetings • In general, project is being well-received; concern over workload in limited timeframe • Most agencies anxious to upgrade their systems to reduce redundant data entry, reduce reconciliation efforts and have access to better information • Labor collection/distribution (and to a lesser extent cost allocation) is critical to at least 13 agencies. Will investigate options/alternatives with steering committee. • Accounts Receivable – Review/visits to-date confirm the majority of agencies do not need comprehensive AR/billing functionality - AR/billing is often tracked in a programmatic system - Cash receipting only However, several agencies have expressed a need for AR/billing

  7. FMS Project StatusRisk and Organizational Readiness Assessment Purpose: To provide a baseline assessment of the State of Kansas’ risks and readiness to execute the FMS implementation project, along with recommendations and a roadmap to address any issues identified. Status • Began work on September 17, 2007 • Interviewed over 100 individuals representing 25+ agencies • Conducted workshops in mid-October to present overview of FMS project best practices and risk assessment framework • Assembling findings, followed by recommendations and roadmap • Final report due mid-January 2008

  8. FMS Project Requirements Validation

  9. FMS Project Requirements Review/Validation

  10. Ongoing Project Information http://da.ks.gov/ar/fms/

  11. Discussion/Questions

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